You need to follow the steps in our Getting Started guide, or have a training session with our support team, before you can create your first order. To contact our support team and set up a training, go to the resource centre in the bottom-right of the homepage.
With iCompleat Order, you can create orders with your favourite suppliers, submit them to a workflow for approval, and then receive the invoices to iCompleat for automatic matching and processing.
Follow these steps to create your first order in iCompleat.
- On the homepage, select Create a new order.
- Enter an order title.
- Select a layout from the drop-down.
If you haven't created any additional layouts, only the default order layout is available.
- Select Create.
- The order editing page opens.
Depending on the configuration of your order layout, the header and line fields you see when creating an order may differ slightly to the ones in this guide, but don't worry - the process is exactly the same.
Select Save in the bottom right at any time to save your changes. If you need to return to finish your order later, it'll be waiting in your Saved tray in Manage orders.
- The preferred delivery site saved in your user profile is already selected, but you can select a different one from the drop-down if you need to.
iCompleat retrieves your delivery sites from your connected finance system.
If the Manual delivery site entry permission is switched on, you can select a button and manually enter a different delivery address at this stage if you need to. Go to Enable manual delivery site entry to learn more.
- The Delivery Date defaults to the next day, but you can select the calendar to choose another date if you need to.
This doesn't guarantee delivery on your selected date. It's simply to communicate your preferred delivery date to suppliers.
- Select a supplier from the drop-down.
- The supplier's email address saved in your finance system automatically appears, but you can click to edit it for this instance if you need to.
- Select the correct codes for any other header fields that your chosen order layout includes, like Currency code, or VAT.
-
Enter a Justification Comment.
You'll see this field if it's enabled in your order layout.
The justification comment is a short message for approvers to see when they open the order. It's there to let them know the reason you're placing the order.
- Enter a Supplier Comment.
You'll see this field if it's enabled in your order layout.
The supplier comment goes on the Purchase Order PDF that gets generated when your order is complete. It's useful for giving the supplier extra information like delivery instructions.
- You can add attachments to your order.
Attachments are supporting documents that contain useful information you'd like potential approvers to see, like an invoice, email conversation, or price quote.
Any user who has access to the order in their order trays can view any attachments that you add.
To add an attachment:
i. Select the paperclip button in the top-right.
ii. Select Browse.
iii. Find the file on your computer to upload.
iv. Select the type of document you're attaching from the drop-down.
v. Select the upload button to add the attachment.
vi. The attachment is added to the order.
Select the black (X) cross to continue editing the order, or select Browse to add more attachments.
- When you've selected all of your header codes, select Save.
- It's time to add some items to your order.
Under Lines, select the green button with the plus (+) icon.
In the Header area, select Close to minimise the header information while you're adding items.
- For your first item, enter the Item Code, Item Description, and Unit Cost provided by your supplier.
Depending on the line item field configuration you selected when editing your chosen order layout, you may only see the item code or description fields.
- Enter the amount of items to add to the order, and select a VAT rate from the drop-down if your chosen layout includes the VAT field at line level.
The Net and Gross values update automatically.
- Select the correct codes for any other line fields that your chosen order layout includes, like Account code.
- Select the green button with the plus (+) icon to add more items.
When adding multiple lines to an order, select the green lightning button in the top-right of the Lines area to pre-fill multiple missing line codes at once.
- When you've finished adding your line items, select Save.
- If you've filled in all the mandatory order fields, workflows now appear in the bottom-left.
When you're ready to submit your order for approval, select a workflow.
- Your first order has been submitted!
It's now in your Submitted tray, and the Awaiting Approval tray of the first user or users in the workflow.
